Metrics, KPIs, Analytics : What do they mean for a legal department?

Any time there is talk about using data to drive decision-making, we hear words like Metrics, KPIs, and Analytics thrown around; in some cases, they are used almost interchangeably. Distinguishing between these is integral to communication, but more importantly, a proper grasp of these concepts aids in understanding and distinguishing the different factors and processes while making decisions.

Let’s define each term and discuss the intricate differences between them that appear so similar.

Metric is something we can measure, a value, or a quantity

This is a general definition and there are plenty of numbers that describe your organization, but Metrics aren’t just arbitrary numbers and values. Metrics are precisely selected so that each of them has a meaning for the organization. Having said that, there can be 100s of metrics in an organization.

Here are some examples of relevant metrics in a corporate legal department:

# Total Cases

# Closed Cases

# Vendors

# in-house Attorneys

% Staff Turnover

$ Department outside spend

KPI (Key Performance Indicator) is a measurable expression for the achievement of a desired level of results in an area relevant to the entity’s activity

Once leadership sets the department’s objectives, you will need to measure your progress towards your goals. KPIs grow naturally from an organization’s objectives and they are being measured periodically to tell you whether or not you are on track.

Everything starts with Metrics, but when information reflects the achievement of a desired state, what was formerly known as a Metric will be called a KPI. In other word, all KPIs are Metrics, but not all Metrics are KPIs. Here is an example to clarify.

The ‘# Open Cases’ usually isn’t vital data for a legal department. It doesn’t give you information about the achievement of a desired state, thereupon, it is nothing more than an example of Metrics. But let’s see it from another point of view – the average ‘# Open Cases‘ of each Practice Area might be significantly more meaningful and provide historical insight for predictive decision making.

Here are some examples of relevant KPIs in a corporate legal department:

% Legal spending from company revenue

% Legal staff per employees ratio

# Cases handled by attorney

$ Cost to close case

# Transnational cases per attorney

# Hours spent per case by attorneys

# Time to close non-trial cases

KRI (Key Risk Indicator) is a metric that provides an early warning regarding an increased risk exposure in a certain area of operations

KRIs are measures that enable managers to identify potential losses before they happen and take a proactive approach to mitigate the risk. Effective KRIs should be predictable (provide early warning signals) and comparable (track over a period of time – trends)

For example, a high level of average ‘% Case budget variance’ for a vendor or department can indicate the problems in estimating the work, scope creep, and so on. If this KRI is not monitored and mitigated in a timely fashion, it may negatively impact the department’s budget.

Some examples of KRIs you could consider in your legal department are:

% Legal spending from company revenue

% Law department budget variance

% Cases successfully solved

% Budgeted cases handled within budget

Analytics is the extensive and systematic use of data, statistical and quantitative analysis and explanatory and predictive models to drive fact-based actions for effective management

Analytics is the process of turning Metrics, KPIs and KRIs into meaningful information that program staff and agency leaders can use to make decisions. It helps in monitoring an organization or program’s performance and directs leaders to where they need to focus greater attention. Analytics is a critical piece of performance management, which typically involves establishing goals, monitoring progress with specific measures and making adjustments along the way to improve performance and more effectively and efficiently achieve the set goals.

For example, Analytics can answer these business questions for a legal department leader:

What is the estimated Legal Department budget for next year?

Which work should be done in-house and what kinds we should outsource?

Which vendor has the highest return on investment?

How can we demonstrate return on investment?

What are my alternative options for negotiating the cost of work?

Which cases are better to settle rather than go to trial?

KPI / KRI Workshop

One of challenges for many organizations is around developing and managing the above indicators. To define a comprehensive list of KPIs and KRIs, you better involve and receive inputs from internal as well as external entities and sources. A workshop would be a good starting point to discuss, identify and prioritize the indicators based on your organization’s goals.

Disclaimer: The views and opinions expressed in this article are the author’s own and do not necessarily reflect the view of any organizations.

Mori has over two decades of experience in legal technology and is a trusted adviser to many corporate legal departments and has assisted some of the nation’s largest legal departments with technology assessments, systems selection and implementations. Mori founded InfiniGlobe LLC to provide software solutions and consulting services with a focus on improving operational efficiency and effectively managing costs through process and data analytics.